Deck 15: Writing and Completing Reports and Proposals

Question 1

Being sensitive to the needs of your audience is important because

A)long technical documents put heavy demands on readers.
B)audience members can have widely different information needs.
C)today's readers may lack the time or inclination to read a report from top-to-bottom.
D)all of the above.

Answer 1

D
Explanation:D)Effective communicators are sensitive to the needs of their readers who may have trouble processing complex documents, divergent information needs, and no desire to read a long report, page-by-page.

Question 2

In order to help your readers understand and accept your message

A)use headings and links.
B)include smooth transitions.
C)provide previews and reviews.
D)do all of the above.

Answer 2

D
Explanation:D)If you want readers to understand and accept your message, help them navigate your document by using headings and links, smooth transitions, and previews and reviews.

Question 3

The primary benefits of using a system of headings in a workplace document do not include

A)improving the document's readability.
B)filling up "dead space" in the document.
C)indicating shifts from one idea to the next.
D)identifying the framework of the document.

Answer 3

B
Explanation:B)Headings reveal structure, show movement between ideas, and improve readability.

Question 4

As stated in your textbook, effective report content is accurate. Therefore, information presented in the report

A)should be positive.
B)must be easy to find.
C)should be relatively precise.
D)must be factually correct.

Question 5

The detailed proof needed to support your conclusions and recommendations should appear in the ________ of your report.

A)opening
B)body
C)close
D)appendix

Question 6

Which of the following would be the most effective way to phrase a review in a formal report?

A)As this section has shown, our current marketing strategy is highly effective.
B)The next segment illustrates potential challenges that our company faces in the coming decade.
C)Having outlined the details, I will now offer a few other points.
D)Now that the body of the report is finished, supporting evidence needs to be provided.

Question 7

The writing style for a report should be more formal when

A)you know your readers reasonably well.
B)your report is intended for internal distribution.
C)the subject is controversial or complex.
D)the report is relatively short.

Question 8

If you're writing a formal business report, you should

A)use the impersonal journalism style.
B)rely on first-and second-person pronouns.
C)focus on similes, metaphors, and colorful language.
D)use contractions to engage your audience.

Question 9

The ________ is not included in the prefatory parts of a formal report.

A)cover
B)letter of authorization
C)introduction
D)table of contents

Question 10

To gain credibility with your audience in a business report, do all of the following except

A)research all sides of your topic.
B)use credible sources to support your findings.
C)avoid setting unrealistic expectations.
D)allow your desires to determine the length of the report.

Question 11

Transitional words and phrases

A)connect ideas by helping readers move from one thought to the next.
B)should be removed from written material to make it more concise.
C)are essential to analytical reports but unnecessary in informational reports.
D)aren't necessary in a report that uses a system of headings and subheadings.

Question 12

When writing business reports for outsiders (such as customers or suppliers), it is best to

A)use a more formal tone than you would for an internal audience.
B)use a less formal tone than you would for an internal audience.
C)avoid the use of headings, transitions, previews, and reviews.
D)sprinkle your writing with idioms, acronyms, and jargon.

Question 13

Don't ________ in the closing section of a business report.

A)summarize the key points included in the report
B)introduce new material to expand the scope of the report
C)bring all of the action items together in one place
D)present the benefits of following the report's recommendations

Question 14

The introduction (or opening)of a business report should

A)discuss your conclusions or recommendations.
B)include all of your information sources.
C)carry the full weight of your message.
D)help readers understand the context of the report.

Question 15

In order to help your readers make informed decisions

A)tell them what they need to know-no more, no less.
B)withhold information that doesn't suit your needs.
C)present your raw data, so they can compile it as they see fit.
D)manipulate the data to smooth out negative trends.

Question 16

Which of the following would be the most effective preview in a formal report?

A)Our sales in the eastern region have plummeted, but we think we know the cause, and it is definitely not our fault.
B)So far, we have discussed three essential elements: price, service, and performance.
C)The next section will present the advantages of using social media to connect with your customers.
D)Okay, now for the important part.

Question 17

Effective business writers use ________ to help readers prepare for upcoming information and ________ to help them verify and clarify what they've just read.

A)introductions; conclusions
B)previews; reviews
C)synopses; executive summaries
D)headings; subheadings

Question 18

Effective transitions in business reports

A)are limited to key words and short transitions.
B)should not exceed the length of one sentence.
C)may be as long as a paragraph.
D)are included between major sections but never within each section.

Question 19

When preparing review sections in a report,

A)always write them in narrative form, not as lists.
B)use multiple review sections if the report is long and complex.
C)introduce new facts and information to support the review points.
D)do all of the above.

Question 20

When you're writing a report, be sure to adapt to your audience by

A)being sensitive to their needs.
B)controlling your style and tone.
C)building strong relationships with them.
D)all of the above.

Question 21

Which of the following is not an element normally included in the introduction of a proposal?

A)Background/statement of the problem or opportunity
B)Proposed solution to the problem
C)The scope of the proposal
D)Statement of qualifications

Question 22

Include a title fly with business reports when you want to

A)give the name of the company for which the report has been prepared.
B)add a touch of formality to the report.
C)protect the report from dirt and careless handling.
D)provide a page for the reader to make notes on.

Question 23

The close of a proposal should

A)summarize how your proposed solution will benefit the reader.
B)reemphasize why your firm is the right choice for the job.
C)ask for a decision from the reader.
D)do all of the above.

Question 24

All of the following except ________ are important functions of a transmittal document in a formal report.

A)introducing the report
B)offering to provide additional information or assistance
C)authorizing the completion of the report
D)acknowledging help received while preparing the report

Question 25

The introductory section of a formal proposal includes all of the following except

A)a statement of your qualifications.
B)the scope or boundaries of the proposal.
C)background information or a problem statement.
D)an overview of how the document is organized.

Question 26

Within the context of preparing formal reports and proposals, the term limitations refers to

A)the boundaries of your proposal, what you can and can't do.
B)excuses for inadequate research or a poorly written report.
C)factors beyond your control that have affected the report's outcome.
D)the risks, rewards, costs, and benefits of a specific course of action.

Question 27

The prefatory parts of a solicited proposal may include

A)a letter of authorization.
B)a copy of the RFP.
C)an index.
D)visual elements.

Question 28

Which of the following is not a typical function of the introduction to a report?

A)Telling the audience what the report is about
B)Explaining to readers why they should be concerned about the topic
C)Outlining how the report is organized
D)Documenting the sources of information used in the report

Question 29

An index in a formal report

A)lists names, places, and subjects mentioned in the report.
B)lists only the names of authors cited in the report.
C)lists the names of things and ideas, but not individual people or authors of works.
D)involves all of the above.

Question 30

Materials in an appendix are not incorporated into the text because

A)they are controversial.
B)they include bad news.
C)they are lengthy, or lack direct relevance to the report.
D)they will not be interesting to anyone who reads the report.

Question 31

The writing approach for a proposal is similar to the approach used for persuasive sales messages, so you can

A)follow the AIDA model.
B)follow the good-news message plan.
C)minimize the "you" attitude.
D)open with a buffer statement.

Question 32

The synopsis of a formal report is

A)a brief overview of the report's most important points.
B)a fully developed "mini" version of the report.
C)usually from one to five pages in length.
D)a list of all the headings and subheadings in the report.

Question 33

In a proposal to install an air conditioning system, statements such as "Our company has over 25 years of experience installing heating, plumbing, and air conditioning systems" should appear in what section?

A)Introduction
B)Body
C)Close
D)Appendix

Question 34

An executive summary

A)is shorter than a synopsis.
B)presents a fully developed "mini" version of the report.
C)provides additional information (not covered in the report)that executives will need.
D)is unnecessary if the report is not intended for executives.

Question 35

If you want to call attention to the visuals in a formal report, you should

A)create a table of contents.
B)include a list of illustrations.
C)submit them in a separate document.
D)cite their sources in the bibliography.

Question 36

When you're using a direct approach to present a report, use ________; however, ________ will be more effective, if you're using an indirect approach to present a report.

A)descriptive headings; informative headings
B)structured headings; unstructured headings
C)informative headings; descriptive headings
D)parallel headings; decorative headings

Question 37

In a formal proposal, the work plan section

A)reviews the situation at hand and explains the need for action.
B)describes your action plan for accomplishing the work that must be done.
C)describes your organization's experience, personnel, and facilities.
D)emphasizes the benefits and advantages of your proposed solution.

Question 38

Which of the following would be the most effective way to deliver a report that you've prepared for a small group of managers in your local office?

A)Delivering the report to them in person
B)Texting them to download the report from your personal webpage
C)Spending extra money to hire a professional courier to deliver the report
D)Saving the report in an open-source format on a USB drive and sending it to them via snail mail

Question 39

The general purpose of a ________ is to persuade the audience to do something.

A)proposal
B)presentation
C)press release
D)research report

Question 40

Describing your organization's qualifications in a formal proposal is

A)considered arrogant and should be avoided.
B)appropriate, but only in the introduction.
C)an essential part of the body section of the proposal.
D)a good idea only when your recommendations are controversial.

Question 41

The requirements section in a request for proposals should

A)let bidders know how and when you'll be making a decision.
B)spell out everything you expect from potential vendors.
C)provide contact information for someone who can answer detailed questions.
D)give potential bidders some background information on your organization.

Question 42

Your writing approach for a proposal should be similar to that used for persuasive messages.

Question 43

If your company or client expects you to distribute a report online

A)double-check that you've uploaded the correct file.
B)make sure that you put the file in the right location.
C)verify how the report displays and functions on screen.
D)all of the above.

Question 44

The components of a formal proposal are entirely different from those of other formal reports.

Question 45

Using the "you" attitude is inappropriate when writing proposals.

Question 46

Managing RFPs can be labor-intensive and time-consuming. However, you can maximize the effectiveness of the RFP process if you use a smart management approach that involves

A)identifying your decision-making criteria.
B)pressuring bidders to respond as quickly as possible.
C)maintaining a manual system for tracking responses to RFPs.
D)waiting until all bids have been received before you finalize your information needs.

Question 47

In solicited proposals, you have more freedom in terms of scope and organization than you do in unsolicited proposals.

Question 48

If your report is intended to prompt others to action, in the close you should specify exactly what should happen next.

Question 49

Communicating with people inside your organization usually requires more formality than communicating with people outside the organization, such as suppliers or customers.

Question 50

Using descriptive headings, such as "Effects of Pay Scales on Employee Turnover," will help you maintain a hard-hitting, direct tone in a business report.

Question 51

When you're preparing an RFP, identify decision criteria and choose information to measure against those criteria. Otherwise, you will

A)place unreasonable demands on bidders.
B)cause unnecessary complications in your review process.
C)discourage some potentially attractive bidders from responding.
D)all of the above.

Question 52

Most RFPs spell out exactly what you should cover in your report and in what order.

Question 53

In a long report, including review sections at the end of every major section is redundant and distracting.

Question 54

The close of a formal proposal emphasizes the benefits that readers will realize from your solution.

Question 55

In the workplace, readers will prejudge the quality of your products or services by the proposal you submit.

Question 56

Including transitional phrases such as "As you can see" in a business report is helpful to readers as they seek to understand the document.

Question 57

The close of a proposal is the right place to discuss any costs associated with your recommendations.

Question 58

In a formal, unsolicited proposal, a synopsis or executive summary may be

A)essential for highlighting your competitive advantage.
B)useful if the proposal is fairly short.
C)placed in an appendix.
D)unnecessary.

Question 59

You don't have to worry about documenting your sources of information, when you're writing a report or proposal in the workplace.

Question 60

Using words such as I and we decreases the formality of your report.

Question 61

If your proposal involves providing replacement machine parts that your company regularly stocks, the Work Plan doesn't need to describe how you'll accomplish what must be done.

Question 62

The most common supplementary parts to include in a formal report are the appendix, the bibliography, and the index.

Question 63

An appendix, a bibliography, and an index are the ________ parts of a formal report.

Question 64

A synopsis is generally more comprehensive than an executive summary.

Question 65

In an unsolicited proposal, the letter of transmittal follows the pattern for ________ messages.

Question 66

In the close of a proposal to install energy-saving light fixtures at a local hospital, don't emphasize client benefits if you think they are obvious.

Question 67

If your proposal is solicited, follow the instructions in the RFP.

Question 68

When you're composing the requirements section of a request for proposals (RFP), you can assume that bidders will understand the conventions and protocols of your industry.

Question 69

The cover, title page, and table of contents are among the ________ parts of a formal report.

Question 70

A request for proposals (RFP)is an ________ report that provides potential bidders with the information they need to compose effective proposals.

Question 71

The body of a proposal on health insurance would be the best place to mention that your staff includes several individuals with MD degrees.

Question 72

The letter of ________ conveys the essence of the report to the readers in a manner that can be less formal than the rest of the report.

Question 73

A(n)________ synopsis presents the main points of a report in the order in which they appear in the text.

Question 74

In a formal proposal, it is unprofessional to point out your company's advantages over its competitors.

Question 75

Reports do not need an introduction if they have a synopsis and a letter of transmittal.

Question 76

A(n)________ synopsis simply tells what the report is about.

Question 77

A(n)________ ________ is a fully developed "mini" version of the report itself.

Question 78

Use a more ________ tone for longer reports, especially those dealing with controversial or complex information and those that will be sent to other parts of the organization or to outsiders.

Question 79

The general purpose of any ________ is to persuade readers to do something, such as purchase goods or services, fund a project, or implement a program.

Question 80

Typical RFPs are nothing more than routine requests.